Overview:

• What is Zoom?
• Requirements for using Zoom
• Protecting information
• Accessing Zoom
• Meeting Recordings
• Practical tips when recording content
• Further Help and Support

What is Zoom?

Zoom is a web based video conferencing and collaboration tool, which allows teaching staff and PGRs to deliver online teaching & learning in real time. Zoom can also be used for Outreach activities e.g. to host online conferences / webinars.

You can find information about using Zoom for teaching on the Virtual Classrooms page of the Digital Practice website.

Zoom can be used with or without video conferencing and users can choose to record their session, collaborate on projects, ask questions, share or annotate on one another's screens. You can deliver teaching to individuals or to large groups.

Licensing

The University has purchased an Enterprise license, this gives all staff and students access to the system (there is no need to set up your own personal account or request that one is created by IT). This license will allow up to 300 participants to access a session, for a duration up to 24 hours.

The University has a small number of Webinar and Large Meeting licenses for Zoom, covering up to 500 or up to 1000 participants, which can be temporarily added to an individual Zoom account. Please contact the IT Service Desk to request one of these licenses. They are booked on a first come, first served basis, therefore the more notice you can give the better. Please try to give 7 working days’ notice.

Important: A Zoom license must only be used by one named individual. The sharing of accounts between multiple people is strictly prohibited as it would be in breach of the terms of the license and could expose the University to legal action.

Project/Shared accounts: To improve the security of Zoom meetings, you will now be prompted for Duo two factor authentication when setting up a Zoom meeting. This means you must use an individual University account, not a project or shared account. If you need multiple people to act as organisers, use the ‘co-host’ feature in Zoom. 

Existing Users: Any @leeds.ac.uk user of Zoom prior to the purchase of the Enterprise license (before September 2020), who doesn't sign in via Single Sign On (SSO), will be required to go through the Zoom account consolidation process when logging in.

Account consolidation with associated domains

Although straightforward, account consolidation can be a bit daunting and you may have concerns. IT Services provide online support to take you through the process step by step, usually this takes 10 - 15 minutes. You may have already been contacted directly by IT Services asking you to join the site license by following some simple steps or you can opt to make an appointment with a member of the IT Services support team.

You may also find the following Zoom article helpful: Consolidating Zoom accounts.

Requirements for using Zoom

The use of Zoom is subject to the following conditions:

• You can use Zoom for highly confidential conversations but if these or confidential conversations need to be recorded they should not be recorded to the Zoom cloud. They should instead be recorded to a University owned, encrypted device or to OneDrive in your Microsoft 365 account. Please see the Information Protection Policy (IPP)
• You must only record meetings in accordance with the University of Leeds Audio Video Recording Policy
• You must ensure there is a secure password on all meetings and the waiting room option is enabled. These settings should be switched on by default. Further details and guidance can be found in the article Zoom: Securing your meeting
• Where previously it wasn't permitted, Zoom can now be used for University assessment, including Vivas
• You must comply with all licensing conditions, particularly the need to ensure that each Zoom account is only accessed by one named individual
• See also the Zoom Terms of Service 

Protecting information

Ensure you have completed the annual Information Governance Training. The training is mandatory for all staff and highly recommended for postgraduate researchers (PGRs). There are two modules in the training programme, Data Protection and Information Security.  You must complete both modules to complete the programme. Further details and instructions on how to access the training can be found in the article Accessing the Information Governance Training.

Further information on working with personal data is available on the Data Protection pages on the main website

Accessing Zoom

To access your University of Leeds Zoom account, the web address (url) is 'universityofleeds.zoom.us' this will take you to the University of Leeds Zoom web interface.

Web Browser Access

Zoom uses the University's Single Sign On (SSO), this means that if you are logged in to Microsoft 365 or Minerva for example, you will bypass the usual login page when you click 'Sign in'. If you haven't logged in to any of these systems, then you will be required to sign in as normal.

If you navigate to the main Zoom homepage - zoom.us  -you will need to click on 'Sign in' and then 'Sign in with SSO'. This will load a new web browser page, to use your University login credentials, this will authenticate your account on Zoom.

Desktop Client Access

To log in to the Zoom desktop client (if installed on your computer), open the Zoom application, select 'Sign in' and then select 'Sign in with SSO'.

In the Company Domain field, type in 'universityofleeds' and select 'Continue.

This will load a web browser page, and require you to log in using your University login credentials, this will authenticate your account on Zoom.

Once this has been done you will be signed in on the desktop client:

Meeting Recordings

Recordings of Zooms sessions for educational activities must take place in accordance with the University's 'Audio Video Recording Policy'.

Important: Recordings held in the Zoom cloud will be automatically deleted by Zoom after 2 years.

Practical tips when recording content

1. Find a quiet location when recording your content. Temporarily switch off phones to avoid being interrupted. Whilst using your device turn off notifications to avoid them popping up during your recording.

2. Ensure you have the right hardware – a dedicated microphone and headset often works better than the integrated audio on your laptop or device. Do a test recording to check on audio and video quality.

3. Plan and prepare your script carefully, although you may not want to read this verbatim during your recording. Ensure the relevant files and resources are minimised and ready to load. Remember you can pause and resume the recording, which enables you to leave out extraneous material not relevant for the listener.

4. It may be easier to create a series of shorter recordings than one long recording.

5. Consider your online presence: your voice, pace, diction and energy, these all help to personalise your media. Try to use a more conversational style.

6. Avoid including sensitive data such as student details and NEVER state a username or password when recording screencasts.

7. Use active questioning techniques and pause for effect to engage your listeners, giving them time to reflect on the answer.

8. Rehearse recording your digital media so you are confident in relaying all the information or learning content without having to pause too often. This saves time as it is easier to get the recording right from the outset than spend a lot of time editing it later.

Further Help and Support

For guidance and support on how to use the Zoom application please visit the 'Zoom Help Centre', where you will find various Video Tutorials, 'Frequently asked questions' and 'Getting started' topics for Users and Participants.

Important: Please note Zoom Help Centre has resources for application Audio-Visual assistance, here. Further information on Accessibility can also be found here, as well as in the Accessibility FAQs, here.

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